Augusta Independent Board of Education January 14, :00 PM 207 Bracken Street Augusta, KY

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1 Attendance Taken at 6:00 PM: Present Board Members: 1. Call to Order School Board Recognition Month Augusta Independent Board of Education January 14, :00 PM 207 Bracken Street Augusta, KY Thank you for your service and dedication on behalf of the students, faculty, staff, administration and parents at Augusta Independent School District. Laura Bach Eugene Groves Jacqueline Hopkins Dionne Laycock Chasity Saunders 1.1. Roll Call 1.2. Pledge of Allegiance 1.3. Mission Statement The mission of the Augusta Independent School is to ensure all students achieve high levels of learning in a nurturing climate, empowering them to be responsible and productive citizens of a global community Approval of Agenda Order # Motion Passed: Approval of the agenda as presented. Passed with a motion by and a second by Oath of Office The Oath of Office was administered to all board members by the finance officer and notary public, Tim Litteral Election of 2016 Board Officers

2 Election of the following officers: Chairperson, Vice Chairperson, Treasurer, and Secretary. Order # Motion Passed: Approve Laura Bach as Board Chairperson for Passed with a motion by and a second by. Order # Motion Passed: Approve Eugene Groves as Board Vice Chairperson for Passed with a motion by and a second by Ms. Jacqueline Hopkins. Order # Motion Passed: Approve Tim Litteral as Treasurer and Lisa McCane as Secretary of the Board for Passed with a motion by Mrs. Chasity Saunders and a second by. 2. Student Recognition Congratulations to our Academic and Athletic Achievers! 1st grade: Abigail Sallee 2nd grade: Peyton Dwenger, Nora Gill, Carleigh McElfresh, Spencer Plummer, Trent Potts, Jameson Quinlin, Irvin Velazquez, Makayla Woodruff. Basketball Achievement: Connor Maddox 1500 Points Middle School Cheerleaders: ORVC Champions: Karley Browning, Nadia Cline, Emily Curtis, Madeline Darnell, Marlee England, Madison Kelsch, Rebekah Lytle, Sarah Mofford, Makenzie Purdon, Miranda Rose, Kristen Scott, and Chelsea Shields *BREAK 3. Round Table Discussion 3.1. Principal's Report/Student Achievement Principal, Robin Kelsch informed board members of revisions to the code of conduct related to cell phone usage and hall passes effective immediately. He stated the reason was the need to reduce usage of cell phone during class and students overusing hall pass privileges.

3 3.2. Budget Finance Director, Tim Litteral reported general fund revenue receipts through December total $970,600. $218,000 has been received in property taxes. Utility taxes have generated $64,400. $9,500 has been collected in motor vehicle taxes and $2,700 in delinquent property taxes. $10,900 has been received in Medicaid reimbursement, while $6,500 has been collected for tuition through the first six months. Over $650,000 has been received in SEEK funding. Expenditures through the month of December were approximately $788,500, an increase of about $40,000 through the same period last year. Receipts exceed expenditures by approximately $181,000 through December. Approximately $13,300 has been expended from the school budget through December. Copy machine and printing costs account for $4,700, $2,900 in general supplies, $2,200 in furniture and fixtures, $1,800 in dues and fees, and $650 on technology equipment. Maintenance expenses totaled $117,000 through the first half of the year. Expenses include $37,400 for salaries and benefits, $33,800 in utility expenses, $28,000 for property insurance, $6,500 in general supplies, $5,300 in maintenance repairs, $3,300 in machinery/furniture, and $2,500 in professional services. 47.7% of the maintenance budget has been expended. Through the first six months, transportation costs are at $45,200. $21,700 has been expended on salaries and benefits, $7,000 was spent on two used buses, $5,500 on repair parts and maintenance, $5,200 was expended on fleet insurance, $4,700 has been spent on diesel fuel, and $875 on professional services/drug testing/rental fees. Special revenue grant funding is on target with regards to the budget. Food service receipts total $72,000 through the first half of the year. $12,600 was generated locally, while $58,800 has been reimbursed from the NSLP. Receipts are down $23,900 from the same period last year. Expenditures YTD total $80,200, with $31,700 towards salaries and benefits and $48,500 on supplies and services. Expenditures are currently $1,000 less than through the same period last year, but expenditures currently exceed revenues for the year by $8,100. The current food service balance is $8,858, a slight increase from last month's $8,783. Finance Consultant, Kelley Gamble presented the draft budget to the board. The draft budget is a preliminary projection for the upcoming fiscal year. He stated there are still many variables that are yet to be finalized, SEEK funding, as well as any mandated salary increases are unknown at this time, as well as the equalization levels that will be used to calculate SEEK and Building Fund contributions by the state. The draft budget provides a look at the budgetary situation based on data as we know it and gives an opportunity to plan in case the funding situation improves or does not improve. The draft budget is assuming an ending General Fund balance of $229,079 for the current year. The general fund local tax revenues were increased by 2.7% ($8,833). This assumes a 4% increase in property tax revenue, but keeping motor vehicles tax and utility tax revenues level with the current year. At this point in the year there is nothing to suggest a discernible increase in these two taxes. Tuition revenue is projected to increase $6950. The SEEK base maintained at the current level since there has been no indication about increased funding. After experiencing a decrease in SEEK revenue of $39,000 in the current year another decrease of $10,721 is expected for Funded average daily attendance for next year looks like approximately 236. In addition, with the new issuance of the bonds and the decreased ADA there will not be funds available to transfer to General Fund from the Capital Funds. Budgeted receipts are $13,148 less than in

4 General fund expenditures allows for salary increases only for experience or rank change. Typically, any SEEK increase is accompanied by a mandated corresponding increase in salary schedules. Extracurricular salaries are budgeted at no increase. Only current staff employed is reflected in this budget. Salaries are only increased by rank and experience and unemployment costs are expected to be cut in half, but salary and benefit costs will still increase by about 1.1%. Classified retirement match will increase by about 10% and the increased contribution for FICA and Medicare on retirement contributions begins in January of 2017, but it is a minimal cost. Total salary and benefits are only budgeted at an increase of $16,000. Non-personnel costs are budgeted at no increase, with the exception of $25,000 budgeted for tuition payments to other school districts and the transfer of $22,000 to Food Service. Neither of these items were budgeted for this year. Budgeted expenditures of $2,424,461 exceed budgeted receipts of $2,324,245 by $100,216 with a projected ending fund balance of $168,863. The Special Revenue Fund is not a part of the draft budget preparation. The budgets in the special revenue fund are dictated by state and federal grant awards and hopefully this information will be available in time for inclusion in the tentative budget presented in May. Revenue of $23,600 is budgeted in Capital Outlay, based on the projected average daily attendance of 236. The allotment will be used to make debt payments. Building fund revenue of $93,911 ($65,396 state/$28,515 local) is budgeted for next year. The Building Fund will also be used to make debt payments. The debt service fund is a transfer fund to record debt payments. The district local debt service requirements increase $30,529 next year to $117,511. The Food Service Fund is budgeted with a beginning balance of $0.00, and will require a transfer from General Fund to keep from being a deficit fund. Decreasing enrollment has hit Food Service particularly hard this year, but even if reimbursements go from a 78% to 85% level in , the fund will not be self-sustaining at current expenditure levels. The Draft Budget requires a transfer of $22,000 from General Fund to stay out of deficit in Food Service may require assistance from General Fund in the current year, revenues are down $23,000 through December of last year while expenditures are virtually the same through this period last year. In summary, the General Fund expenditures are expected to exceed revenue by approximately $20,000, so the contingency is expected to drop to $269,079 in the current year. This decrease was largely a function of the SEEK revenues dropping by nearly $39,000. Unfortunately, ADA has dropped more, so an additional decrease in SEEK is expected next year of $10,721. Compounding the revenue problem is that the availability of the transfer of funds from the Capital Accounts is no longer available. This is an additional loss of $19,000 to General Fund revenues. The loss of revenue coupled with increased costs for tuition transfers, Food Service, and minimal increases for salary and benefits definitely deserve concerns and close attention. The General Assembly has just convened so there is still much to be unfolded regarding education budgets, but preparations should be initiated if budget adjustments are required. Order # Motion Passed: Approve the Monthly Budget Report Approve the Draft Budget passed with a motion by and a second by.

5 Order # Motion Passed: Approve the Draft Budget. Passed with a motion by and a second by Facilities Update The Energy Management Report for November indicates a reduction in energy consumption of 21,512 kbtu (8%) for a savings of approximately $794 in energy charges. Through November-YTD, the district has reduced energy consumption by 156,249 kbtu (13.9%), avoiding approximately $3,113 in energy charges. So far through November, the district has used 29,056 ($2,586) fewer kilowatt-hours (kwh) and 555 ($527) fewer hundreds of cubic feet (CCF) of natural gas. This report compares the current monthly usage to 3-year average baseline usage for the same month. The weather data for Bracken County helps to explain why utility bills are higher or lower in some months as compared to the same months in previous years. As it shows, the weather conditions during this November was 47% milder than last year and the average daily temperature was 10 degrees warmer. Therefore, the heating system didn't have to work as much saving the district money. December Maintenance: Repaired toilet in girls' restroom Purchased batteries for walk behind scrubber Repaired a hole in drywall in cafeteria hallway Replaced plug on cafeteria refrigerator Repaired locker loose from the wall Construction Renovation Update: Blinds installed in new windows Interior door prototypes being constructed Order # Motion Passed: Accept the Monthly Facilities Report passed with a motion by and a second by.

6 3.4. Board Attorney As a new year formality, the board approved to retain Don Ruberg as the school board's attorney. Order # Motion Passed: Approve Don Ruberg as the School Board Attorney. Passed with a motion by and a second by Non-Resident Agreement Superintendent McCane informed the board the one-for-one contract with Bracken County had declined for the number of Augusta resident students attending Bracken County. Currently, there are 11 Bracken County students attending Augusta and three Augusta students attending Bracken County. She explained four students were removed from the contract this year to help balance the contract and would request to split SEEK funding for those students. Next school year, Bracken County anticipates only one and Augusta will have nine on the one-forone. Superintendent McCane stated an agreement with Bracken County would have to be reached to split the SEEK funding next year for the number of students above the one on contract. Furthermore, an agreement needed to be reached regarding splitting tuition students for next year as well. 4. Communications 4.1. Superintendent's Report Superintendent McCane informed the board members the district submitted a 21st Century Community Learning Grant proposal. She stated the grant was designed for after school and summer programming and awards are up to $150,000 for the first three years. Furthermore, the district has applied for participation in the AmeriCorps. Program which would provide an educational stipend for an individual to work in the district. Board members were briefed on the current educational legislative agenda planned for the general assembly session. Superintendent McCane informed board members of students and young adults using the gymnasium without supervision and/or building usage approval. She stated this was a liability to the district and the school was taking measures to eliminate usage unless under the supervision of a school employee or approval of the board for building usage. December Attendance was 95.08% and enrollment is PS-12th at 276 and K-12th at Citizens 4.3. Board Members

7 5. Business and Consent Order # Motion Passed: Approval of the Business and Consent items as presented passed with a motion by and a second by Gene Groves Approve Previous Meeting Minutes 5.2. Approve 2016 Board Meeting Calendar 5.3. Approve Use of District Property 5.4. Approve Bills 5.5. Approve Treasurer's Report 6. Personnel Certified Substitute Hire Warren Lukens 7. Adjournment MLK Day-No School: January 18th Next Board Meeting: February 11th at 6:00 p.m. Order # Motion Passed: Approve to adjourn the meeting. Passed with a motion by and a second by. Laura Bach, Chairperson Lisa McCane, Superintendent